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Removal From Office
How to Remove a PTO Officer from Office
It's true that when we work in groups, there's always a vast array of personalities, ideas, and viewpoints. But no matter what differences are brought to the table, one thing should always be consistent and that's an organization's overall mission.
If certain individuals are not working to carry out the organization's goals or causing such conflict amongst the members, then there may be reason to remove them from an official position.
Whether it's a major legal issue where a Parent-Teacher Organization (PTO) officer has stolen money from the organization or a more minor issue, like that of a negative personality affecting the entire membership, there are steps that a membership can take to remove a PTO officer from office before their term is up.
TURN TO YOUR PTO BYLAWS
Bylaws are the rules written by your PTO that govern your own organization. There may be a clause included referencing the removal of an officer. If such a procedure is included in your PTO bylaws, that procedure must be followed.
REFER TO ROBERT'S RULES OF ORDER
Robert's Rules of Order (RRO) are parliamentary rules established to guide organizations on the appropriate operation of public meetings. While some bylaws omit a clause for the removal of an officer, almost all include a clause that prompts the organization to reference
Robert's Rules in the event that a situation is not covered under their own bylaws.
SET UP AN INVESTIGATIVE COMMITTEE
According to RRO, if your bylaws state, for example, that [the officer] “shall serve for a period of one year and until the officer's successor is elected”, then the PTO must use formal proceedings to investigate any legal wrong-doing by the officer. In effect, they conduct a formal trial.
Any member of the PTO can put forth a motion to form an investigative committee. The committee researches the offenses in private, holds a conference with the person in question, and, if appropriate, the committee makes the recommendation to the membership to remove the officer from their position.
RESCIND THE MOTION THAT ELECTED THE OFFICER
However, also according to RRO, if your bylaws state, for example, that [the officer] “shall serve for a period of one year or until the officer's successor is elected”, or states that [the officer] “may be removed before the term expires”, then the election can be rescinded and a new officer elected to carry out the duties for the rest of the term. In other words, if the organization feels that the wrong decision was made, a motion can be made to rescind the approval of that elected officer.
Notice of a motion or upcoming vote is given to the membership either by announcing it at the preceding meeting or distributing the announcement, in writing, along with the notification of the next scheduled meeting. Note that the voting requirements differ based on whether or not previous notice of the motion is given to the membership...
If previous notice is given of an intent to make a motion to rescind, then a majority vote is needed to accept the new motion. This means that only a majority of those actually voting is required.
If previous notice is not given and the motion to rescind is put forth at the current meeting, then either (whichever is smaller) two-thirds of the persons voting must vote to adopt the motion, or a majority vote of the entire voting membership, whether they are present at the meeting or not, is needed.
AMEND THE BYLAWS
A fourth option to remove a PTO Officer from their position may be to amend the current PTO bylaws. This option will take patience because it may take months to take effect and objectivity because bylaws should not discriminate and only be written in a way which benefits the organization.
For bylaws to be amended, follow the procedure in your current bylaws, which should include provisions for their own amendment. Most bylaws state that a bylaws committee must be formed in order to amend any part of the bylaws.
If your current bylaws do not call for very specific 'term limits' on officer positions, consider adding these. For instance, if your bylaws state that “A person shall not be eligible to serve more than two consecutive terms in the same office unless there is no other candidate;” then consider a change to, “A person shall not be eligible to serve more than two consecutive terms in any office”. This type of change prohibits the same person from serving as an officer for longer than two years.
Also consider adding to the bylaws a clause relative to the removal of an officer, such as; “Any officer can be removed from office, with or without cause, by a two-thirds vote at regular PTO meeting. PTO officers may be removed from their official position for failing to uphold the duties and ethics of their office, including situations which bring discredit to the PTO, the school, or the district by a two-thirds vote at a regular PTO meeting. Advance notice of the vote shall be given to the PTO membership at least one week prior to the meeting.”
Once the Bylaws Committee has prepared a report of it's recommendations, the chairperson should give previous notice to the general membership of these proposed amendments and get added to the agenda. At the general membership meeting the chairperson or another designated member gives an oral report of the proposed changes.
At the conclusion of the report, the chairperson or other reporting member, can make a motion to adopt the recommended amendments to the bylaws. At least two-thirds of the persons voting must vote to accept the amended bylaws.
In summary, while it's in the best interest of all members of a PTO to positively work through their differences, it's a reality that sometimes not all individuals can do so and it's the responsibility of the membership as a whole to safeguard the mission and the ethics of the organization.
(Reference: Robert's Rules of Order Newly Revised, In Brief, Copyright 2004)
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